Using Workgroup Templates

A convenient way to keep a group supplied with the most up-to-date templates is to store common templates centrally on a network server. (These shared templates are generally referred to as workgroup templates.) By doing this, you can ensure that everyone working on similar projects can access the same versions of templates at any time. A central repository for workgroup templates also saves everyone the headache of distributing and obtaining individual copies of the latest templates and can greatly help to standardize documents across the board.

You create workgroup templates in the same way you create other templates. You then designate a folder as the workgroup template container and make sure that everyone’s computer is configured to point to that file. Generally speaking, you’ll want to make workgroup templates read-only files so that no one accidentally changes the template information. If you want to ensure that only certain people can access the files, you might want to assign passwords to the templates or make the network share read-only.